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Correctional Case Records Series

Correctional Case Records Series

California State Personnel Board Specification

Series established January 8, 1975

Scope

This series specification describes five class levels used in the Department of Corrections and the Department of Mental Health to prepare, maintain, interpret, and manage comprehensive inmate and parole criminal case records on all persons committed to the Departments. Incumbents perform a specialized records function requiring interpretation, research, analysis, and application of State laws, court decisions, and administrative policies connected with commitments to correctional institutions and parole; and assume responsibility for calculating inmates' and parolees' release and discharge dates.

 

Correctional Case Records Series Specification - Class Titles and Codes
Schem Code Class Code Class
XS80 1152 Correctional Case Records Analyst
XS70 1149 Correctional Case Records Supervisor
XS60 1146 Correctional Case Records Manager
XS50 1144 Correctional Case Records Administrator
XS45 1153 Chief, Correctional Case Records Services (abolished 05/07/2015)

Definition of Series

The Correctional Case Records series describes the work performed by analysts, supervisors, managers, and administrators in inmate and parole records offices of the Department of Corrections; and in the medical records offices in State Hospitals with a Penal Code population of the Department of Mental Health. Incumbents perform a variety of activities in many specialized areas including:

 

1. Interpretation of court commitment orders; initiation of criminal identification process; analysis and research of inmate legal status to determine crime and sentence with applicable enhancements, aggravations, and limitations; identification and computation of proper credit earning status per sentencing laws to accurately determine inmate release dates; computation of parole and discharge dates; direction of the preparation of legal forms for transfer, extradition, parole, and discharge of persons under jurisdiction of the Departments; direction of the appropriate administrative processes involved in the legal resolution of criminal charge and detainers pending against inmates in California and other State and Federal jurisdictions.

 

2. To analyze and take effective action for the Department on subpoenas and collateral court orders; certification of departmental legal documents required by law; review of individual case actions of various term fixing and release granting authorities to assure legal and policy compliance.

 

3. Direction of paroling authority calendar schedules, minutes, and interpretation, research, analysis, and implementation of their decisions.

 

4. Functions as liaison between the Department and related city, county, State, and Federal agencies on matters concerning the application of sentence and parole laws and the control of prisoners in institutions and on parole; ensure compliance of all notifications, registrations, and court-ordered testing requirements; notify victim of parole release date; represent the Department as custodian of records and expert witness before Grand Jury and State and Federal courts when inmate legal documents are put into evidence.

 

5. Acts as consultant and advisor to departmental staff, other governmental agencies and court officers, inmates, inmates' family members, and other authorized persons regarding (a) departmental responsibility under pertinent laws and administrative standards; and (b) interpretation and application of laws and standards related to inmate receipt, sentencing, paroling, and release which includes responding to inmate appeals.

 

6. All incumbents operate computers or terminals in the performance of their duties.

 

Correctional Case Records Analysts, Supervisors, and Managers in the Department of Corrections are located in the headquarters office and in institutions and parole regions. Correctional Case Records Analysts in the Department of Mental Health are located in State Hospitals with a Penal Code population. Correctional Case Records Administrators are located (1) in headquarters office as the Assistant Chief, Case Records Services, or (2) in field assignments with responsibility for a major portion of the statewide records function. The Chief, Correctional Case Records Services, is located in headquarters.

 

Correctional Case Records Analysts, Supervisors, and Managers may instruct, lead, or supervise inmates, wards, or resident workers.

Factors Affecting Position Allocation

Level of difficulty, variety, and complexity of assigned duties; independence and impact of actions and decisions; supervision received and degree of supervision exercised; and responsibility of decisions.

Definition of Levels and Standards

Correctional Case Records Analyst

This is the entry, training, and journey level in this series. Under close supervision as a trainee, incumbents receive training and perform increasingly more difficult and complex technical work in the processing, maintaining, and control of inmate or parolee records; prepare routine documents and records information relating to inmates' classification, transfer, releases from and return to prison, and other actions affecting legal status.

 

At the journey level, incumbents work under general supervision of Correctional Case Records Supervisors, perform complex, technical work in the processing, maintenance, and control of inmate or parolee records; calculate inmate and parolee release and discharge dates, applying credits and enhancements; interpret and apply appropriate laws, policies, and procedures; act as liaison with other units and related agencies; may serve as a leadperson to Correctional Case Records Analyst trainees. The consequence of error is significant.

Correctional Case Records Supervisor

Incumbents perform more difficult legal and policy interpretations related to processing, maintenance, and control of inmate or parolee records; supervise work of subordinate Correctional Case Records Analysts and supervising clerical staff; provide training to local staff on inmate and parolee record-related matters; acts as liaison with departmental units and County, State, and Federal agencies and with courts on more complex matters; may have responsibility for a specialized records function, or assist a higher level administrator who directs a variety of complex records units.

Correctional Case Records Manager

Incumbents direct a variety of complex records functions as managers of records units in an institution, parole region, or headquarters office; supervise generally three or more subordinates in the Correctional Case Records series and subordinate supervisory clerical staff; develop research projects for identification of future needs; plan and implement advanced technological systems; has responsibility for accuracy and content of local records and for accuracy of sentence, parole, and release data calculations. Incumbents may also work independently or with a group on (a) local or departmental assignments to conduct surveys and make recommendations related to methods, procedures, and staffing; or (b) systematic audits, to insure compliance with statutory and policy requirements.

Correctional Case Records Administrator

As incumbent assigned as the Assistant Chief, Correctional Case Records Services, or in a field position as a functional supervisor of a major portion of the statewide departmental records function, conducts field audits and interprets and implements laws, provisions of applicable court decisions, and administrative policies; plans and coordinates departmental record-keeping and training-and-development programs; acts as administrative and technical consultant; has functional responsibility over departmental records units; and functions as liaison between headquarters and local administrators in matters related to systems operation and management.

Chief, Correctional Case Records Services

The incumbent plans, develops, and administers policies governing the departmental uniform case records system; assumes responsibility and accountability for the accurate interpretation and application of laws, administrative standards, and court decisions related to processing, maintenance, and control of inmate and parolee records within the departmental records system; directly supervises one or more Correctional Case Records Administrators; receives administrative direction from the chief of a major division within the Department; acts as administrative and technical advisor to departmental top management on matters related to the statewide records system; acts as primary Department liaison with other governmental agencies, courts, legislators, and other persons on matters related to the Department's records function.

Minimum Qualifications

Correctional Case Records Analyst

Either I

 

Experience: Two years of full-time experience in a correctional or mental health setting performing duties in the maintenance, processing, and control of criminal case records for persons committed to the jurisdiction of local, State, or Federal correctional agencies. (Experience in California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to an Office Assistant, Range B.) and

 

Education: The equivalent to completion of one year (30 semester or 45 quarter units) of college education. (An additional year of the qualifying work experience may be substituted for the required education.)

Or II

 

Experience: Three years of full-time specialized criminal case record-keeping experience directly related to the courts, legal processes, or legal procedures. (Experience in the California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to an Office Assistant, Range B.) and

 

Education: The equivalent to completion of one year (30 semester or 45 quarter units) of college education. (An additional year of the qualifying work experience may be substituted for the required education.)

Correctional Case Records Supervisor

Either I

 

Two years of experience in the California state service performing the duties of a Correctional Case Records Analyst, at least one year of which must have been at the level of a Correctional Case Records Analyst, Range C.

Or II

 

Experience: Three years of experience in a governmental law enforcement or criminal justice setting in the maintenance, processing, and control of criminal case records for persons committed to the jurisdiction of local, State, or Federal correctional agencies, including one year of supervisory experience. (Experience in the California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to a Correctional Case Records Analyst, Range C.) and

 

Education: The equivalent to completion of four years of college. (Additional qualifying work experience may be substituted on a year-for-year basis for up to two years of the required college education.)

Correctional Case Records Manager

Either I

 

Two years of experience in the California state service performing the duties of a Correctional Case Records Supervisor.

Or II

 

Experience: Four years of experience in a governmental law enforcement or criminal justice setting in the maintenance, processing, and control of criminal case records for persons committed to the jurisdiction of local, State, or Federal correctional agencies, including one year of supervisory experience. (Experience in the California state service applied toward this requirement must have been at a level of responsibility equivalent to Correctional Case Records Supervisor.) and

 

Education: Equivalent to graduation from college.

Correctional Case Records Administrator

Either I

 

One year of experience in the California state service performing the duties of a Correctional Case Records Manager.

Or II

 

Two years of experience in the California state service performing the duties of a Correctional Case Records Supervisor.

Or III

 

Experience: Five years of experience in a governmental law enforcement or criminal justice setting, including three years' supervisory experience in the maintenance, processing, and control of criminal case records for persons committed to the jurisdiction of a local, State, or Federal correctional agency. (Experience in the California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to a Correctional Case Records Supervisor). and

 

Education: Equivalent to graduation from college.

Chief, Correctional Case Records Services

Either I

 

One year of experience in the California state service performing the duties of a Correctional Case Records Administrator.

Or II

 

Three years of experience in the California state service performing the duties of a Correctional Case Records Manager. and

 

Education: Equivalent to graduation from college.

Knowledge and Abilities

Correctional Case Records Analyst

Knowledge of: Determinate and indeterminate sentence and parole laws; the classification process and purposes, activities, regulations, and functions of the California Department of Corrections, the Board of Prison Terms, the Narcotic Addict Evaluation Authority, and the Youth Authority as its operations relate to the California Department of Corrections; correctional administration; documents, forms, and processes used in the establishment, maintenance, control, and disposition of individual inmate and parolee criminal case records; training methods and planning and conducting in-service training programs; information disclosure statutes; California Department of Corrections' automated record-keeping systems.

 

Ability to: Define, interpret, and take action on legal documents and court orders; analyze inmate records and recognize and correct discrepancies and irregularities; prepare accurate and concise reports; make arithmetical computations; prioritize workload and meet deadlines; read and write English at a level required for successful job performance; make sound decisions and recommendations in regard to the record-keeping function; provide criminal identification services necessary to the administration of the Department of Corrections; disseminate information to administrative, legislative, and judicial agencies, attorneys, and the general public; learn, understand, retain, and recall a broad range of highly technical data and apply it to individual cases; follow oral and written instructions; communicate effectively with other staff, inmates, and informational sources; operate a personal computer to access, enter, and retrieve information; progressively perform more difficult and analytical tasks in the correctional case record-keeping process.

Correctional Case Records Supervisor

Correctional Case Records Manager

Knowledge of: All of the above, and the Department's Equal Employment Opportunity Program objectives; a manager's role in the Equal Employment Opportunity Program and the processes available to meet equal employment opportunity objectives; principles of effective supervision.

 

Ability to: All of the above, and plan, organize, and direct the work of subordinate staff and inmates; plan and prepare personnel, equipment, and supply budgets; effectively contribute to the Department's equal employment opportunity objectives.

Correctional Case Records Administrator

Chief, Correctional Case Records Services

Knowledge of: All of the above, and administrative principles and practices.

 

Ability to: All of the above, and plan, organize, and administer a major program of departmentwide scope.

Special Personal Characteristics

All Levels:

Willingness to work in a variety of correctional settings; capacity for assuming progressively greater responsibility; tack; and willingness to travel when required.

Special Desirable Qualification

Correctional Case Records Analyst

Equivalent to graduation from high school.

Class History

Correctional Case Records Series History - Dates Established, Revised, and Title Changed
Class Date Established Date Revised Title Changed
Correctional Case Records Analyst 09/07/1949 06/15/1998 06/15/1998
Correctional Case Records Supervisor 09/07/1949 06/15/1998 05/25/1978
Correctional Case Records Manager 09/07/1949 06/15/1998 05/25/1978
Correctional Case Records Administrator 07/18/1952 06/15/1998 05/25/1978
Chief, Correctional Case Records Services 01/08/1975 06/15/1998 05/25/1978
  Updated: 10/14/2015
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